Creating workflows for Betterworks users

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You'll get visibility of your Betterworks users by creating configurable workflows to automate tasks such as:

• • Creating and adjusting users as part of a user change or user onboarding workflow
  • Retrieving detailed user information, including the user status and role.
  • Retrieving SaaS user roles

Before you start

Creating workflows

Create user workflows

Betterworks Create User

Betterworks List Users with Admin Role

Betterworks Update User

Betterworks Get User by ID

Create SaaS user workflows

Before you start

Before you create workflows, you need to have added your Betterworks credentials to Oomnitza. Follow the steps in Adding your Betterworks credentials to Oomnitza.

We recommend that you also create an extended integration for Betterworks users. You can use the information retrieved in this integration to trigger workflows that can create, update, and fetch users.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

1. Click Configuration > Workflows.
2.  Use search to find and select the users object. 
3. Drag and drop the API block onto the Sandbox.
4. Click Edit on the API block and enter Betterworks in the search field. 
5. Select a preset:
   • Betterworks Create User
   • Betterworks List Users with Admin Role
   • Betterworks Update User
   • Betterworks Get User by ID
6. Enter the credentials you created in Adding your Betterworks credentials to Oomnitza.
7. Select Advanced Mode.
8. Select the Response tab. You can access the complete response by inserting {{response}} in the Response field, and then selecting the Oomnitza field or variable that you want to map to. See Mapping positive and negative responses.
9. Click Save and connect the blocks
10. Edit the Begin block.
    1. From the Actions dropdown, select when your workflow is triggered. You can trigger workflows to run when a new record is added and when a record is edited or archived. You can also configure the schedule to run at a specific time by selecting Schedule.
    2. Optional. In the Rule criteria section, you can add a rule to trigger the workflow. For example, the Status is set to Active, or the Email address is [e-mail].
11. Validate the workflow and Activate it so that the workflow is live in your system.

Fig: Mapping the Get User response.

Using the Betterworks Create User preset

The Create User preset enables you to create a Betterworks user. This endpoint is only available to users with the super admin role.

The user email is referenced in the Advanced Mode > Body tab in the property{{email}}.

Did you know
You can add additional user information such as the employee status and contact number in the Advanced Mode > Body tab. For further information, refer to the Betterworks API Documentation: Update users.

Using the Betterworks List Users with Admin Role preset

The List Users with Admin Role preset returns a list of all users with Admin, Super Admin, or HR Admin privileges. This endpoint is only available to users with the super admin role.

For further information, refer to the Betterworks API Documentation: List Users With Admin Roles

Using the Betterworks Update User preset

The Update User preset enables you to update a Betterworks user. This endpoint is only available to users with the super admin role.

The user email is referenced in the Advanced Mode > Body tab in the property{{email}}.

Did you know
You can add additional user information such as the employee status and contact number in the Advanced Mode > Body tab. For further information, refer to the Betterworks API Documentation: Update users.

Using the Betterworks Get User by ID preset

The Get User by ID preset returns details for a specific user using user ID or UUID.

The user to be retrieved is referenced in the Advanced Mode > Information tab in the property{{betterworks_user_id}}.You can create a user integration to retrieve the user ID or UUID before you run this workflow.

For further information, refer to the Betterworks API Documentation: Get User.

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

Create Saas User workflows

Complete the following steps to configure the SaaS User Role block for Betterworks. Configuration of this SaaS User Role block will allow you to capture the Betterworks "User Role" in Oomnitza. This workflow uses the Betterworks Get User API, which provides details on the following roles only:

• Goalmaster
• Super Admin
• Admin
• Group Admin
• All other users not matching the above categories are assigned the role "Member"

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the Betterworks software entry in the Software > SaaS menu.

To create a Saas User workflow using the Betterworks User Role preset, complete the following steps:

1. Click Configuration > Workflows 
2. Click Add (+) and select Software SaaS Users from the list.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter Betterworks in the search field and choose the Betterworks User Role preset
8. Click the right arrow >.
9. Enter your Credentials.
10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Betterworks > Users if they are not found in your Betterworks instance.
11. Click SAVE.
12. Connect the blocks.
13. Save, validate, and activate your workflow

To view active Betterworks users in the SaaS Users UI, complete the following steps:

1. Click Software from the menu.
2. Select the SaaS tab, and select your software entry for Betterworks.
3. Click Users in the side pane.
4. The Role column will be populated to confirm that this user has been found in your Betterworks SaaS.

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.